-/-
Instructions
Thanks for offering to speak at
ApacheCon US 2005
!
This is
your speaker information package. It includes the speaker
agreement, a book reference form and information about making
travel and hotel arrangements.
Please read these documents carefully and completely.
Here is what you need to do:
1.
Read, sign, and fax the speaker agreement (pages
through
)
to
+1 818 332 4006
.
Please fax back all
pages requested as each agreement is specific to
the individual speaker.
2.DO NOT
make lodging arrangements yourself! See
the last few pages of the Speaker Agreement for
instructions on arranging for lodging and travel.
Please email the requested information to
speaker-travel-2005-us@ApacheCon.Com.
3.
Log on to the ApacheCon site and make sure your
information is all correct, (telephone numbers, email,
surface mail addresses, etc.) Choose the
edit personal details
link after logging on.
4.DO NOT
register for the main conference;
this will be done automatically for you. As a speaker
you receive a complimentary registration for the main
conference (not including tutorials).
5.IMPORTANT NOTE:
There have been some changes
made to the Speaker Agreement compared to that of
previous years. Changes are noted with an asterisk (*)
in the following summary:
Conference Speakers will have their travel handled and
paid for in the following manner:
1.
There is a maximum allotment of
$500 USD
for travel
within the US and
$750 USD
for international travel.
2.
For travel from outside the US: We prefer
that you book your own travel as it is often
much more affordable from the foreign
destination into the US. Once the flight is
booked we will be willing to arrange for
reimbursement at that time, or we can reimburse
you at the conference.
3.
We are certainly willing to have our travel
agent work with you to see if we can book a
flight from here at an equal or better rate.
4.
If you require a Letter of Invitation for a Visa
application, please send snail mail details to
Delia Frees
at
1396 Skillman Lane, Petaluma CA 94952 USA
,
or fax details to
+1-707-780-6377
.
Requests for letters must be received by
Nov 1, 2005
.
5.
For travel from inside the US we will book
your flights. In order to facilitate this,
it is essential that you forward the
information requested in the Hotel and
Travel Instructions section at the end of the Speaker
Agreement.
6.
Full Circle Productions
will cover only
coach class airfares. Those of you making
your own reservations, and seeking
reimbursement for travel costs, are advised
to keep this in mind.
7.*
Speakers will be given a one-time payment of
$50.00
to cover the cost of ground transportation and
$30.00
per diem
for each Presentation, up to a maximum of
three (3)
presentations or
$90.00 USD.
This is to offset any out-of-pocket expenses you may
incur.
* PAYMENT:
There will no longer be a Speaker's Fee
paid for ApacheCon.
* PRESENTATIONS:
There is a cancellation policy now
in effect. Refer to the Speaker Agreement (following this
letter) for details.
TUTORIALS:
Tutorial Trainers will be paid for their
classes based on enrollment as follows:
1.
Each class needs a minimum of
eight (8)
paid enrollments to break even. After a
class reaches this minimum number of
enrollments, the instructor will receive
thirty percent (30%)
of each subsequent paid
enrollment, starting with the
ninth
paid student.
2.*
Trainers receive a one-time payment of
$50.00
towards covering the cost of their ground
transportation.
3.
Trainers' airfare will be handled in the same way
as Speaker's travel. (See details above.)
4.
Trainers receive a minimum of
five (5)
nights and a maximum of
six (6)
nights in the host hotel
with room and tax paid.
Between
October 15
and
November 12, 2005
we will be tracking the tutorial enrollment
closely. We have a strong commitment to work with
you in order to develop and increase your class
enrollment. Please feel free to contact us during
this time to discuss the status of your class.
PLEASE NOTE: A TUTORIAL IS SUBJECT TO CANCELLATION
IF THERE ARE NOT ENOUGH PAID ENROLLMENTS TO COVER
THE BREAK-EVEN POINT.
We will make final decisions about the status of all
tutorials by
November 12, 2005
.
All Tutorial materials have a different deadline
than presentation materials. They are not included
in the CDROM so you have more time! All tutorial
materials are due
November 18, 2005
.
If you're scheduled to give a tutorial and you are
making your own travel arrangements, please check with
Full Circle Productions
PRIOR to booking your flight so that we can confirm
the viability of your tutorial, which in turn will
allow us to accept full financial responsibility for
the cost of your flight, to the maximum allowable
amount, as stated above.
Thanks again! We look forward to seeing you in
San Diego, California!
ApacheCon US 2005 Speaker Agreement
SPEAKER AGREEMENT FORM:
This letter is an agreement between
Jeff McAffer
("Speaker") and
Full Circle Productions
("Producer") for services to be
rendered by Speaker as an instructor at the
ApacheCon US 2005
conference being held
10-14 December 2005
at the
Sheraton San Diego Hotel & Marina
in
San Diego, California USA
.
SPEAKER COMMITMENTS:
Speaker agrees to prepare and present technical content and
instruction at the conference as described in the following
sections.
Scheduled Sessions:
WE12The Future of Open-Source OSGi(60 minutes)
Notes and Handouts:
'Notes' are the presentation aids, such as slides or
viewgraphs, which are used during a session presentation.
'Handouts' are documents used for tutorials containing the
content of the presentation, as opposed to an outline, and need
to be sufficiently detailed such that a non-attendee can get
almost as much out of the handout as he/she would have if he/she
had attended the presentation.
Speaker will prepare a copy of the presentation notes and
handouts and provide them to Producer according to the deadlines
described below.
Notes and handouts will only be accepted in Microsoft
PowerPoint or Adobe PDF formats. These format requirements are
firm and nonnegotiable. If Speaker cannot meet the deadline for
the materials, Speaker must contact Producer. Due to the
technical nature of the conference, materials are required from
every speaker in order to assure that all delegates get the most
value from the presentations.
If Speaker cannot submit materials in one or both of the
formats described above, Speaker must contact Producer in order
to discuss a reasonable solution.
It is recommended that handouts be produced with as simple a
visual layout as possible, with dark large type on a white or
light-colored background. This will ensure that the content of
the slides will be visible from the back of the room and that
they will reproduce onto paper in an acceptable way. The
conference proceedings and all handouts are being reproduced for
the conference on CDROM.
Please include any white papers, tools, bibliographies, links,
or other materials that Speaker thinks may be pertinent or add
value to the presentation. They will be included on the
conference CDROM if practicable. This ancillary material may be
in whatever format Speaker desires; it is not limited to
PowerPoint or PDF.
Session notes and handouts must be received by Producer by
October 21, 2005
.
PRODUCER COMMITMENTS:
Producer will arrange for and provide the necessary power,
network, and audio/visual support for presentations. This support
will consist of: one (1) lapel microphone; one (1) LCD projector
and screen; and a basic sound system. Speakers are responsible
for providing their own computers to drive the projector.
(Remember to bring the appropriate power adapters and converters
if you are coming internationally.) Any additional audio/visual
equipment must be requested in writing by
November 12, 2005
.
Producer will make a best-effort attempt to comply with
special requests, but cannot guarantee success. The cost of
these special-request items will be charged against the
revenues from tutorial registrations when calculating tutorial
profits.
Payment:
Producer will compensate Speaker according to the amounts and
schedules described below; these amounts constitute the total
amount to be paid. In addition, Producer will:
1.
Prepay for reasonable coach airfare if booked with the
conference travel agent by
October 28, 2005
;
2.
Prepay a
determined number
of nights' hotel room plus tax (unless otherwise arranged);
3.
Provide Speaker with one
$30
per diem
for each presentation, up to a maximum of
three (3)
presentations.
4.
Reimburse Speaker for ground travel by paying a flat fee of
$50.00 USD
;
and
5.
Waive Speaker's conference registration fee.
The number of nights covered is calculated from the number of
sessions scheduled, plus one, to a maximum of one more than the
number of days in the conference.
Producer will pay expenses and fees for ONE (1) speaker per
scheduled presentation or tutorial. Additional speakers are not
covered, notwithstanding any copy of this agreement executed with
them. If a presentation involves multiple speakers, distribution
of fees and selection of which receives the travel and lodging
allowance must be decided amongst them.
If changes are made to Speaker's itinerary after travel has
been booked, Speaker is solely responsible for any additional
fees or costs incurred.
All contracts and paperwork must be signed and completed
before payment will be issued. All payment will be made by check,
cash or bank transfer.
CANCELLATION:
If Producer cancels a presentation or tutorial less than
thirty days
prior to the event, Producer will cover any
agreed upon
airfare that the trainer or presenter may have
purchased to attend the conference. Producer may also choose to
cover a part of that person's nights in the hotel as originally
stated in the agreement. However, no
per diem
or ground transportation costs will be paid.
If the Presenter or Trainer cancels less than
thirty days
prior to the event, they are required to provide Producer
with any travel documents that may have been sent to them from
our agency. It may also be noted on the conference history.
If the Producer cancels a presentation or tutorial less than
ninety days
but more than
thirty days
prior to the event then the
Producer may choose to cover any
agreed upon
airfare that the
Trainer or Presenter may have purchased to attend the conference.
However, please remember no airfare may be purchased
independently without prior authorization for this to apply.
Producer may also choose to cover a part of that person's nights in
the hotel as originally stated in the agreement. However, no
per diem
or ground transportation costs will be paid.
If the Presenter or Trainer cancels less than
ninety days
but more than
thirty days
prior to the event then they need to
provide the Producer with any travel documents that may have been
sent to them from our agency. It may also be noted on the
conference history.
POLICIES:
By signing and returning this agreement, Speaker acknowledges
that he/she has read, understood, and agrees to be bound by the
policies set forth in this agreement and on the ApacheCon Web
site at
http://ApacheCon.Com/html/policies.html
1.
The ApacheCon management reserves the right to cancel
any session or tutorial, at any time and for any reason,
including on-site and after the presentation has
begun. If a session is cancelled, the ApacheCon
management may adjust or cancel the speaking fee
accordingly.
2.
All presentations will be objective and vendor-neutral, and
will not include any product pitches.
3.
Presentations must fulfill their allotted time slot.
Dismissing attendees twenty minutes early is not acceptable!
4.
If notes and handouts are not received by the deadline, the
ApacheCon management may adjust or cancel future speaking
opportunities.
5.
By agreeing to present, Speaker grants the Apache
Software Foundation and its designated agents a
perpetual, non-exclusive, irrevocable, and unencumbered
license to reproduce the presentation and materials in
any format, in order to make them available to
conference delegates and others, for fee or gratis.
Speaker waives all claims to any portion of any monies
accruing from such distribution.
6.
Producer assumes the cost of reproducing and distributing
presentation materials to delegates.
If Speaker violates or fails to comply with any of these
policies, the ApacheCon management will take appropriate
actions.
SIGNATURES:
By signing this agreement, all parties affirm that they understand
its terms and consent to be bound by them in their entirety.

Speaker's Address:
Jeff McAfferIBM
--- END OF SPEAKER AGREEMENT --
HOTEL AND TRAVEL INSTRUCTIONS
IF TRAVELLING FROM OUTSIDE THE U.S.:
We prefer that you book your own tickets. Once you have made a
ticket reservation, please forward your booking contact
information to us. This includes the ticket agent's name,
their telephone, fax and email, your flight information
(airline, flight numbers, dates and times.) Email this
information to
speaker-travel-2005-us@ApacheCon.Com
or fax it to
818-332-4006
.
Reimbursement will take place either prior to or at the
conference. Please note that you will only receive up to the maximum
$750 USD
reimbursement.
If you require a Letter of Invitation for a Visa application,
please send your snail mail and/or fax details to
Delia@Apachecon.com
. Requests for letters must be received by
November 1, 2005
.
IF TRAVELLING FROM WITHIN THE U.S.:
Please email the following information to
speaker-travel-2005-us@ApacheCon.Com
no later than
October 28, 2005
, so that we can arrange your travel for the upcoming
ApacheCon US 2005
.
1.
Your name as it appears on the identification that you
plan to use when you check into the hotel and/or
airport.
2.
City and airport of departure.
3.
Preferred time of departure.
4.
Date of arrival in San Diego.
5.
Date of departure from San Diego.
6.
Preferred time of departure from San Diego.
7.
Seat preference.
8.
Meal preference.
9.
Preferred airline and FF mileage number (if you have
enough miles to upgrade and wish to, please let us
know.)
10.
A snail mail address where you can receive a FED EX
package (in case we need to ship you the airline
tickets.)
11.
A telephone number for the FED EX waybill.
HOTEL RESERVATIONS:
In addition to your travel information, please email the
following information to
speaker-travel-2005-us@ApacheCon.Com
so that we can arrange your lodging for the upcoming
ApacheCon US 2005
.
1.
Date of check in (if different from flight arrival.)
2.
Date of check out (if different from flight departure).
3.
1 or 2 beds.
4.
Smoking or non-smoking.
5.
Any other special requirements (wheelchair accessible,
etc
.).
Full Circle Productions
will pay up to
4
nights for Speakers and up to
6
nights for Tutorial Trainers but we will make reservations at
the hotel for whatever dates you would like. You will be
responsible for the cost of any room nights beyond the number
of nights stated on your Speaker's Agreement. In addition, a
credit card will be required at check in to secure any
additional expenses for your room.
If you are making your own travel arrangements, please forward
your itinerary to us so that we can make the appropriate hotel
reservations. ApacheCon only covers coach class airfares and
for those making their own travel who will be seeking
reimbursement for travel costs, please check the guidelines as
detailed in the Speakers Agreement.
Please forward all information to us
via
fax or email no later than
October 28, 2005
. Failure to provide us with travel information by the
specified date may result in the loss of your speaking slot.
Email your travel & hotel information to
speaker-travel-2005-us@ApacheCon.Com
or fax it to
818-332-4006
.
Thank you.